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The Ohio Department of
Transportation (ODOT) utilizes a stepping stone approach when
conducting its purchasing activity. The Department must
first ascertain if the item or service required can be
furnished by an in-house source. If not, the Ohio
Revised Code mandates that all state agencies must purchase
their requirements from the Ohio Penal Industries (OPI).
If the item or service is not offered by OPI, then the
Department must purchase from the State Use Program (SUP).
The Ohio Revised Code mandates all state agencies, public
schools, villages, state universities, townships and all Ohio
counties to purchase from a State Use Program such as Ohio
Industries for the Handicapped (OIH) if the item is offered by
that entity. If the item or service is not offered by
OPI or OIH, then we must use State Purchasing contracts such
as General Distribution Contracts (LDC) or State Term Schedule
(STS) contracts. If the item or service is not offered
by one of the State Term Contracts then ODOT must determine if
there are any established ODOT contracts that offer the item
or service we are seeking. If there are not any
established ODOT contracts, we may utilize our direct
purchasing authority. If the item or service exceeds
the direct purchasing limits, then the Department must
issues an invitation to bid for a one time purchase or
an annual term contract. If the Department does
not have release and permit authority for the item or service
needed, then we may request that State Purchasing issue and
invitation to bid or in certain instances the Department may
seek Controlling Board authorization and purchase the item
without competitive bidding.
In addition, all printing needs
are handled by either the Department's in-house printing
service or the Office of State Printing.
Release and Permit Authority:
The Office of State Purchasing
has granted the Ohio Department of Transportation release and
permit authorization to purchase supplies and services it
considers necessary in the construction and maintenance of
state highways.
Furthermore, the Ohio Revised
Code empowers the Director of Transportation to purchase
machinery, materials, equipment, supplies, goods and services.
The Office of Contracts notifies bidders of the Departments
intention to purchase goods or services by posting and mailing
an invitation to bid. The invitation to bid can consist
of a one time purchase for items over $33,500.00 or an annual
term contract of one or two years.
Additionally, for purchases
under $33,500.00, ODOT Districts may utilize their direct
purchasing authority and purchase goods or services without
issuing an invitation to bid.
One Time Purchases
A one time purchase sets forth a
known quantity and establishes a specified delivery time and
location. The contract expires when delivery, acceptance
and payment have been completed.
Annual Term Contracts
A term contract covers
requirements for commodities or services needed over a period
of time, but this term may not exceed twenty four-months.
Some contracts will have specific quantities while others are
considered requirement contracts for which the Department does
not guarantee the purchase of a specific quantity.
Direct Purchasing Authority
Districts also have purchasing
authority up to $33,500.00. However, all combined ODOT
District purchases may not exceed $50,000.00 for goods,
services and personal service contracts with any
one vendor in a fiscal year and $75,000.00 for any one vendor
in a fiscal year for real estate leases. Districts must use the
following procedure when using their direct purchasing
authority.
| $0 to
$500.00 |
1 quote |
Debit
Voucher (less than $500.00) or payment card (less than
$1,000.00) |
| $500.01 to
$1,000.00 |
1 quote |
Purchase
order or payment card |
| $1,000.01 to
$2,500.00 |
2 quotes |
Purchase
order or approval from District/Central Office payment
card administrator (more than $1,000.00) |
| $2,500.01 to
$33,500.00 |
3 quotes |
Purchase
Order |
| $33,500.01 and
above |
Competitively Bid by the Office of Contracts, Purchasing
Services Section |
Specifications
It is the intent of the
Department to purchase an item based on fixed and definite
specifications. Where fixed and definite specifications
cannot be prepared, the Director may purchase an article
meeting the general specifications prescribed and which he
finds most suitable for the intended use.
Wherever an item or material is
requested by using a trade name or a catalogue number, the
term "or approved equal" will generally be included.
This means that any other make equal in material, workmanship
and service, and is efficient and economical in operation may
be substituted. An article meeting these conditions may
be accepted. Unless the bidder states otherwise, the
Department will assume that the bid item meets the
specifications.
Additionally, many Invitations
to Bid reference specifications outlined in the State of Ohio
Department of Transportation Construction and Material
Specifications handbook.
You may
obtain the specifications by contacting:
Ohio Department of
Transportation
Office of Contracts, Purchasing Services
1980 West Broad Street
Columbus, OH 43223
Telephone: 614-466-3778 or 1-800-459-3778
The cost of the handbook is
$12.00.
All checks must be made payable
to: Treasurer of State of Ohio c/o Department of
Transportation. | 
